Branch Administrator & Receptionist

Job Title: Branch Administrator & Receptionist

Position Overview:

The Branch Administrator & Receptionist helps the accounting function by ensuring accurate job, purchasing, and service data is maintained within the Aspire management system. This role plays a critical part in validating operational information for financial reporting, billing accuracy, and job-cost integrity. By ensuring records are complete, properly coded, and compliant with company policies, this position helps maintain audit-ready financial data and supports the overall accounting cycle.

Key Responsibilities:

• Maintain accurate job setup, work tickets, and purchase orders in Aspire, ensuring all records are properly created, coded, and approved for accounting use
• Review and validate service data, labor, and subcontractor activity to support accurate job costing, billing, and financial reporting
• Monitor and follow up on missing, incomplete, or unapproved operational data that may impact invoicing, revenue recognition, or financial statements
• Collaborate with field teams, Project Managers, and Account Managers to resolve discrepancies and ensure accurate financial data flow
• Ensure documentation standards are met, including change orders, job coding, and supporting records to maintain audit-ready files
• Support month-end close processes by confirming all work is completed, documented, and aligned with contract terms
• Assist accounting by identifying unbilled work, missing costs, and data gaps that could affect financial accuracy and reporting
• Act as a liaison between Operations and Accounting to ensure timely, accurate, and complete information transfer
• Assist with general administrative and clerical tasks to support both accounting and operations teams 

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Qualifications:

• 2+ years of experience in accounting support, administrative, or operations coordination roles preferred
• Experience in construction, landscaping, or service-based industries preferred
• Experience with Aspire or similar project/job-costing systems is a plus
• Basic understanding of job costing, billing, and accounting processes preferred
• Proficient in Microsoft Excel and business systems
• Strong attention to detail and organizational skills
• Ability to manage deadlines and prioritize effectively in a fast-paced environment
• Strong communication skills across field teams, office staff, and customers
• Professional demeanor with customer-facing or reception experience preferred

Core Competencies

Performance Expectations
 Success in this role means:

• Financial and operational data is complete, accurate, and audit-ready
• Work tickets, purchase orders, and documentation are consistently submitted and aligned with accounting requirements
• Job costing data supports accurate billing and financial reporting
• Month-end close deadlines are met without delays due to missing or inaccurate information
• Strong coordination between Operations and Accounting minimizes errors and rework
• The front office operates smoothly, maintaining a consistently professional experience for callers and visitors

Work Environment